J065-- GRECC Motion Analysis Service/Maintenance

The Department of Veteran Affairs, Veterans Health Administration (VHA), Network Contracting Office (NCO) 16, intends to negotiate and award a sole-source, firm fixed price, non-personal services contract with: Motion Analysis Corporation 5789 State Farm Drive, Ste 145 Rohnert Park, CA 94928 UEI SAM: NZDDC7YK6RE7 This procurement is being conducted under Federal Acquisition Regulation (FAR) Part 12 under the authority of FAR 6.103-1 in accordance with (IAW) FAR 12.102 Restricting competition. The Central Arkansas Veterans Healthcare System is currently seeking comprehensive hardware, software and support service plan for the Motion Analysis Kestrel 2200 Plus Digital RealTime Camera System (Base plus four options). It is VHA policy that health care facilities providing care to our nation s Veterans maintain ongoing compliance with regulatory standards that demonstrate the provision of safe advanced standard quality-oriented health care delivery. Based on market research and previous acquisition history, it has been determined that Motion Analysis Corporation is the only vendor capable of providing the required service plan for the GAIT cameras and workstation. This notice of intent is not a request for competitive proposals, quotations, or expressions of interest. The government does not anticipate receiving responses to this notice. However, interested parties who disagree with this action may submit a letter of interest that demonstrates your firm s technical expertise, certifications, and authorization to compete for this acquisition to include a rationale for why you should be considered. The government reserves the right to verify any documentation submitted with the original equipment manufacturer.  Interested parties may identify their interest solely via email to Contract Specialist, joseph.warren@va.gov no later than March 06, 2026, 3PM. Central Standard Time (CST). When responding to this announcement, respondents should include " 36C25626Q0436 Notice of Intent" in the subject line.  Late responses shall not be accepted. No telephone inquiries will be accepted nor will phone calls be returned. Only emailed responses will be considered. Information received will be utilized solely for determining whether to conduct a competitive procurement. A determination not to compete this proposed acquisition based upon responses to this notice is at the sole discretion of the Government. Statement of Work (SOW) Motion Analysis Corporation Central Arkansas Veterans Healthcare System BACKGROUND: This request is a comprehensive hardware, software and support service plan for the Motion Analysis Kestrel 2200 Plus Digital RealTime Camera System. Current model numbers of the 8 cameras are 590-1097-KPLS22 (serial numbers 22140, 22141, 22150, 22151, 22152, 22153, 22154, 22155 SCOPE: The contractor shall provide repair service that includes diagnosis and correction of product failures. Remedies may consist of temporary procedures while a permanent remedy is being sought. Diagnosis can be by telephone or email. Vendor will respond by phone within 4 hours, if during company working hours. The contractor shall provide hardware maintenance service that includes shipment of installable replacement modules on an exchange basis shall be sent by overnight delivery within 2 working days of the help desk call and diagnosis determined, subject to availability of parts. The replaced module is to be returned by VA at contractor expense within two weeks of receipt of the repaired replacement module. Contractor shall pay for return shipping of products. The contractor shall provide software maintenance service that includes support for Motion Analysis software products, which are designed by Motion Analysis for use with Motion Analysis hardware products. Contractor shall provide at no charge all enhancements and updates to the product developed provided the enhancements are not packaged and priced separately. The VA will determine if the enhancements are needed and will submit separate orders if needed. However, if not purchased, the contractor will continue to support existing system for the rest of the contract. Currently software is Cortex 10.0.0.46 or newer. The vendor shall provide the enhancement/updates to the VA via CD or other agreeable mode as the vendor will not have access to the VA IT network. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. The contractor shall provide a training update that includes a 2-day on-site training for an estimated 6 employees. The training will take place in the VA GRECC Gait Lab (currently located at the NLR VA in Building 170, 3J/124). This training should be further training on calibration of the equipment, and its analysis of data, and training on enhancements to the software and/or system since the last training. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses are de-identified. Records Manager:  1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. GRECC/CAVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of GRECC/CAVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to GRECC/CAVHS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to GRECC/CAVHS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GRECC/CAVHS policy. 8. The Contractor shall not create or maintain any records containing any non-public GRECC/CAVHS information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The GRECC/CAVHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GRECC/CAVHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take GRECC/CAVHS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. The C&A requirements do not apply, so a Security Accreditation Package is not required.